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New York State Office of the State Comptroller
Vendor Responsibility & the NYS VendRep System
New York State IT ForumJune 9, 2010
Irene WaldorfKellie Brandoline
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Today
Learn why Vendor Responsibility is important to NYS
How to check your organization How to enroll & use the power of
the NYS VendRep System Introduction of new questionnaire
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Vendor Responsibility A responsibleresponsible vendor has the
capacity to fully perform its contractual obligations, and the integrity to justify the award of public dollars
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Role of Vendor
Maintain your VendRep health Self-disclosure =
Vendor Responsibility Questionnaire
Be responsive
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Role of State Agency
Confirm information provided by the vendor
Review and assess other available information
Make a responsibility determination
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Role of the Comptroller’s Office
Approve State contracts >$50,000 (State Finance Law)
Review State agency’s processes Independently review of vendor Approve/Non-approve
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Vendor Responsibility Factors
Financial & organizational capacity Legal authority to do business Integrity Past performance
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How to Check Your Organization
Vendor Responsibility Questionnaire Internet resources
www.osc.state.ny.us/vendrep
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Where to Look? Google It…
http://www.google.com/advanced_search
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NY State Tax Warranthttp://appsext8.dos.state.ny.us/stwarrants_public/st_search
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Better Business Bureau
http://www.bbb.org/us/Charity-Reviews/
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Workers’ Compensation Insurance & Disability Benefit Coverage
http://www.wcb.state.ny.us/content/ebiz/icempcovsearch/icempcovsearch_overview.jsp
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Federal DebarmentExcluded Parties List System
http://www.epls.gov/
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Securities Exchange Commissionhttp://www.sec.gov/edgar/searchedgar/
companysearch.html
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Dept of Labor & Workers’ Compensation Debarments
https://dbr.labor.state.ny.us/EDList/searchPage.do
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Vendor Website
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Prior Contracting
References Open Book New York
http://www.openbooknewyork.com/
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New Questionnaire
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WHAT’s the biggest change? Vendor will select scope of
disclosure Legal Business Entity; or Organizational Unit within and
operating under the authority of the Legal Business Entity
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New Terms
Legal Business Entity
Reporting Entity
Organizational Unit
Associated Entity
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Legal Business Entity (LBE)
Must have an IRS assigned Federal Tax Identification Number (TIN)
Sole Proprietor – may use Social Security Number
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Reporting Entity (RE)
A Legal Business Entity
Or An Organizational Unit of the larger
LBE
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Organizational Unit MUST Be an established unit within and
operating under authority of LBE Have a designated manager or
management team Have primary responsibility for
fulfilling contract terms Use Legal Business Entity’s TIN
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Associated Entity
Any entity the Reporting Entity controls or is controlled by
Not “sibling organizations” unless direct relationship with or impact on the Reporting Entity
Replaces “Affiliates”
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Legal Business Entity is RE
SIEMENS CORPORATIONNOKIA SIEMENS
NETWORKS
SIEMENS MEDICAL
SOLUTIONS
SIEMENS BUILDING
SOLUTIONS
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Organizational Unit is REGENERAL ELECTRIC
HOME & BUSINESS SOLUTIONS
GE APPLIANCE DIVISION
GECAPITAL
GE INTELLIGENT PLATFORMS
HOTPOINT
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Highlights of Changes Informational cover sheet
Revised Definitions
Questions removed/added/revised Contract History
Affiliates & Joint Ventures
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Section IX
New section for Associated Entities (Replaces Affiliates)
If Reporting as LBE, complete only if has Associated Entities
If Reporting as Organizational Unit, must complete section for Associated Entities
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Impact on VendRep System New Instructions If starting new questionnaire,
responses are not copied for any questions having changes
If vendor is editing, continue and certify current version
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VendRep System - What’s in it for Me?
http://www.osc.state.ny.us/vendrep/index.htm File Vendor Responsibility Questionnaire online
See checklist View your contract data & status
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Questions ??
Thank You !!
